Changing your company name at Companies House is straightforward if you follow the correct legal process. In most cases, you must get at least 75% shareholder approval through a special resolution, choose a name that meets Companies House rules, and then file the change online or by post. The new name only becomes official when Companies House approves it and issues a Certificate of Incorporation on Change of Name.
Key points to know:
- Most companies need a special resolution with 75% approval
- You can apply online for £20 or by post for £30
- Online applications are usually approved faster
- The proposed name must not be too similar to another company
- Form NM01 is used for special resolutions
- Form NM04 is used if your articles of association already allow the change
- You must update HMRC, your bank, contracts and business records after approval
What Do You Need to Know Before You Change Your Company Name?
Before you change your company name, you need to understand that your existing company does not become a new business. Your company keeps the same registration number, tax records and legal history. Only the registered name changes.
A private limited company can usually change its name in one of two ways. Most companies use a special resolution passed by shareholders. Some companies can rely on permission already written into their articles of association. If your articles include this power, directors may be able to approve the change without asking shareholders.
You should also know that your company name and your trading name are not always the same. A trading name is the name you use publicly, while the registered company name is the official legal name shown at Companies House.
You can change your trading name at any time, but your registered company name must be approved and recorded by Companies House first.
Why Do You Need Shareholder Approval to Change a Company Name?
Changing a company name may sound like a simple branding decision, but legally it is an important company change. Because the company belongs to its shareholders, they normally need to agree before the name can be changed.
What Type of Resolution Is Needed to Change a Company Name?
Most private limited companies need a special resolution. This means at least 75% of the voting shares must support the change. It is not based on the number of shareholders. Instead, it depends on how many voting shares each person owns.
For example, if one shareholder owns 60 shares out of 100, that person controls 60% of the vote. If they support the new name, they already have most of the votes needed.
You normally need to:
- Propose the new company name
- Hold a shareholder vote or circulate a written resolution
- Gain approval from at least 75% of voting shares
- Keep a copy of the resolution for your records
“A special resolution can be passed in one of two ways, either at a general meeting or by a written resolution. The written resolution must state that it is a special resolution. It must be passed by a majority of not less than 75%.”
Once the resolution is approved, you must file it with Companies House within 15 days.
Can You Pass a Resolution Without Holding a Meeting?
Yes. Most private limited companies do not need to organise a formal shareholder meeting. Instead, you can send a written resolution to shareholders and ask them to confirm whether they agree.
This approach is often quicker and easier, especially if you only have a few shareholders. Once enough shareholders have agreed, the resolution passes automatically.
When using a written resolution, you should:
- Send the proposed change to every shareholder
- Clearly explain the new company name
- Give shareholders a deadline to reply
- Keep written proof of the responses
After the vote, all shareholders should be informed of the outcome. This helps avoid confusion later and gives everyone a clear record of the decision.
“Private companies are not required to arrange a shareholder meeting to change company name. Instead, either the directors or shareholders can propose a written special resolution. The change becomes effective once enough members agree.”
What Happens If Your Articles of Association Already Allow a Name Change?
Some companies have special wording in their articles of association that gives directors permission to change the company name without a shareholder vote. This is more common in companies with bespoke articles rather than the standard model articles.
If your articles allow this, directors can approve the change by passing a board resolution. You do not use the usual special resolution process. Instead, you must apply using Form NM04.
This route can save time, but you should read your articles carefully first. If there is any doubt, it is safer to get shareholder approval.
“For some private companies an alternative procedure to change company name may be available. If the articles contain special provisions enabling the directors to authorise the change, there is no need for shareholder approval.”
How Can You Check If Your New Company Name Is Allowed?
Before you apply, you should make sure your chosen company name follows the rules. A rejected application can delay the process and may mean you have to start again.
What Rules Must a Company Name Follow?
Your new name must not be identical or too similar to another company already registered. It must also avoid sensitive, offensive or misleading words.
A company name is likely to be rejected if it:
- Matches an existing registered company
- Suggests a connection with the government or a public body
- Contains restricted words without permission
- Is offensive or misleading
- Includes words such as “Royal”, “Bank” or “Authority” without supporting evidence
Private limited companies must also end with “Limited” or “Ltd”.
The safest approach is to think about how the name sounds as well as how it is written. Companies House can reject names that are too similar even if the spelling is slightly different.
For example, “Bright Tech Solutions Ltd” could still be considered too similar to “Bright Technologies Ltd”.
How Can You Check If the Name Is Available Before Applying?
The easiest way is to search the Companies House register before you file anything. This helps you spot existing businesses with the same or a similar name.
You should also check:
- Whether the domain name is available
- Whether social media usernames are free
- Whether another business has already built a strong brand around that name
- Whether the name could create confusion with trademarks
Many business owners forget this step and only discover the problem after submitting the application.
A useful rule is to think beyond legal approval. Even if Companies House accepts the name, you still want a name that customers can recognise and trust.
| Check Before Applying | Why It Matters |
| Companies House register | Avoids duplicate names |
| Domain name search | Keeps your website consistent |
| Trademark search | Reduces risk of legal disputes |
| Social media search | Helps with branding |
How Do You Change Your Company Name Online Through Companies House?
The online method is the fastest and cheapest option, but it can only be used if your company name change is being approved by special resolution.
To apply online, sign in to the Companies House WebFiling service using your company number and authentication code. Then enter your proposed company name and confirm the date when the special resolution was passed.
You will usually need to:
- Log in to WebFiling
- Enter the new company name
- Confirm that a special resolution has been approved
- Upload or provide the resolution details
- Pay the filing fee
The current fees are:
- £20 for the standard online service
- £83 for the same-day service if submitted before the daily cut-off time
Online applications are often approved within 24 to 48 hours, although some can be accepted within a few hours if everything is correct.
Remember that your company name has not changed immediately after you submit the form. You must wait until Companies House confirms the change and issues a new certificate.
How Do You Change Your Company Name by Post?
If you cannot use the online service, you can still apply by post. Postal applications take longer, but the process is still simple if you use the correct form.
When Should You Use Form NM01?
Form NM01 is used when your company name change has been approved through a special resolution.
You should complete this form if:
- Shareholders voted to approve the change
- You used a written special resolution
- At least 75% of voting shares agreed
When filling in Form NM01, you normally need to include:
- Your company number
- The current registered company name
- The new company name
- The date of the special resolution
- A director’s signature
- A copy of the signed resolution
You must send the form within 15 days of the resolution being passed.
When Should You Use Form NM04?
Form NM04 is only used if your articles of association already give directors permission to change the company name. This form is less common because most companies use standard articles that still require shareholder approval.
You should use Form NM04 if:
- Your articles specifically allow directors to choose a new name
- The change was approved by directors rather than shareholders
- You have written proof that the articles allow this process
Unlike NM01, Form NM04 is usually submitted by post rather than online.
What Documents, Fees and Postal Details Do You Need?
Postal applications currently cost £30. You must send a cheque payable to “Companies House” together with the completed form and supporting documents.
Your application should include:
- Form NM01 or NM04
- A copy of the special or board resolution
- The correct filing fee
- Any extra evidence if your name contains a restricted word
If anything is missing, Companies House may reject the application. Postal applications usually take around one week, although they can take longer during busy periods.
A business owner recently explained the importance of getting this right,
“We thought changing our company name would take one day. Our first application was rejected because we forgot to include the signed resolution. Once we resent everything properly, the approval arrived within the week.”
How Long Does It Take for Companies House to Approve a Company Name Change?
Most online applications are approved within 24 to 48 hours. Same-day applications can be completed on the same working day if submitted before the deadline and all documents are correct. Postal applications are slower. In most cases, they take between 5 and 10 working days.
The company name only becomes legally effective when Companies House issues the Certificate of Incorporation on Change of Name. This certificate shows the exact date your new company name officially starts.
Delays usually happen because:
- The new name is unavailable
- The wrong form was used
- A resolution was missing
- The application fee was incorrect
- Extra evidence was needed for a restricted word
Until you receive the certificate, you should continue using your old company name on legal documents.
What Should You Update After Your Company Name Has Been Changed?
Once your new name has been approved, you need to update all records so that customers, suppliers and government bodies recognise the change.
Which Government Bodies and Official Records Need Updating?
Although Companies House often shares some information with HM Revenue and Customs, you should still check that your records have been updated properly.
You may need to update:
- Corporation Tax records
- VAT registration
- PAYE details
- Business licences
- Insurance policies
- Trademark registrations
If you have a registered office, that address stays the same unless you choose to change it separately.
Which Business Documents and Accounts Should You Change?
Many businesses forget how many documents contain the company name.
You should update:
- Company bank accounts
- Invoices and quotes
- Contracts and agreements
- Website and email addresses
- Letterheads and stationery
- Social media pages
- Marketing materials
Do this as quickly as possible so that customers do not become confused.
How Can You Tell Customers, Suppliers and Employees About the New Name?
A company name change can worry customers if they think the business has changed ownership. The best approach is to explain that only the name has changed.
You could send:
- An email to customers and suppliers
- A short notice on your website
- A message to employees
- Updated branding on invoices and signatures
A clear explanation often works best. For example: “We are still the same company with the same team, but we now trade under a new registered name.”
What Mistakes Should You Avoid When Changing a Company Name?
The biggest mistake is choosing a name before checking whether it is allowed. Many applications fail because the proposed name is too similar to an existing company.
Other common mistakes include:
- Forgetting to pass a special resolution
- Missing the 15-day filing deadline
- Using NM01 instead of NM04
- Sending the wrong fee
- Starting to use the new name before approval
- Forgetting to update HMRC or your bank
You should also avoid assuming that changing your company name changes your company itself. The business remains the same legal entity.
A small company owner described the experience this way: “We announced the new name before Companies House approved it. Customers became confused because our invoices still showed the old name. We learned that it is much easier to wait until the certificate arrives.”
If you check the rules, keep good records and file the correct documents, the process is usually much easier than people expect.
Conclusion
Changing your company name at Companies House is mainly a matter of following the correct order. First, make sure the new name is available. Then get approval from shareholders or directors, depending on your articles of association. After that, submit the correct form, pay the fee and wait for the Certificate of Incorporation on Change of Name.
For most companies, the quickest option is to use the online service with a special resolution. However, postal forms are still available if you need them.
The most important thing is not to rush. Wait until Companies House approves the new name before you update contracts, invoices and public branding. If you follow each step carefully, changing your company name can be a smooth and stress-free process.
FAQs
Can you change your company name more than once?
Yes, you can change your company name more than once if Companies House approves each new name. You must follow the same legal process every time, including passing a resolution if required.
Do you need to tell your bank after changing your company name?
Yes, you should contact your bank as soon as Companies House approves the new name. Most banks will ask for a copy of the Certificate of Incorporation on Change of Name.
Will changing your company name affect your company number?
No, your company number stays exactly the same after the name change. This is because your company remains the same legal business.
Can Companies House reject a company name change?
Yes, Companies House can reject your application if the name is too similar to another business or breaks naming rules. They can also reject it if you use the wrong form or forget supporting documents.
Do sole traders need to register a name change with Companies House?
No, sole traders do not need to tell Companies House because they are not registered limited companies. You can usually start trading under a different business name straight away.
Can you reserve a company name before applying?
No, Companies House does not let you reserve a name before submitting your application. The best approach is to check availability and file the change as soon as possible.
What happens to existing contracts after a company name change?
Your existing contracts normally stay valid because the legal company itself has not changed. However, you should inform customers and suppliers so future paperwork uses the new name.
